Reports Optimization Specialist - Freelance, Remote

About the Client Our client is a well-established optometry practice known for delivering thorough, high-quality vision assessments to its patients. The practice is entering a new phase of growth and is modernizing its internal operations — particularly its clinical report-writing process and its digital presence — to keep pace with patient demand. It's a small, closely-run team where the owner is directly involved in day-to-day operations and values precision, dependability, and speed. Why does this role exist? Every patient assessment currently requires a detailed 5–6 page report, and producing each one manually takes close to four hours — a bottleneck that creates real backlogs during the practice's busiest seasons. This role exists to close that gap: to build and run an AI-assisted report-writing workflow (transcription → AI-generated draft → expert human review) that gets accurate, polished reports out the door faster, without compromising quality or patient data security. Beyond reports, this person will also give the practice's outdated, hard-to-maintain website a more usable home, so the team can keep it current without outside help. The Impact you’ll make AI-Assisted Report Production • Transcribe recorded patient assessments using Heidi (or the provided transcription tool) • Feed transcripts into Claude (or an equivalent AI tool) to generate a first-draft report • Manually review, edit, and finalize each report against the practice's template and quality standard Clinical Data Accuracy • Enter data from assessment forms into the appropriate report sections • Cross-check clinical details for accuracy before reports are finalized • Flag inconsistencies or missing information for clarification Workflow Process Improvement • Help refine the AI + human report workflow to steadily reduce turnaround time • Document standard operating procedures (SOPs) for the AI-assisted report process • Recommend and implement tool or process improvements as they're identified Website Migration Maintenance • Migrate the practice's website from GoDaddy to a more user-friendly platform (e.g., Squarespace), or recommend a suitable alternative • Structure the site so events, photos, and content can be updated easily going forward • Provide ongoing updates and usability recommendations post-migration Task Management Communication • Track tasks, priorities, and status updates in Trello (or a similar tool) • Communicate proactively with the team on questions, edits, and timelines • Follow HIPAA-compliant practices for accessing, handling, and storing PHI at every step Skills, Knowledge and Expertise Required: • Demonstrated experience converting audio recordings or transcripts into polished, professional written reports • Hands-on comfort using AI tools (e.g., Claude or similar) to draft or accelerate written content • Working knowledge of, or willingness to be trained on, HIPAA requirements and PHI handling best practices • Experience with website platforms such as Squarespace and/or GoDaddy, including basic site updates or migration • Proven ability to work independently against a set template with minimal supervision Your superpowers are... • Technical: • Fluency with AI drafting tools (Claude or equivalent) and transcription tools (Heidi or similar) • Strong writing, editing, and formatting skills for polished, client-ready documents • Familiarity with Trello or comparable task/project management tools • Working knowledge of website platforms (Squarespace, GoDaddy) and basic CMS maintenance • Comfort working from existing recorded sessions (e.g., Fathom or similar meeting/recording tools) provided by the client • Proficiency with Google Workspace (or equivalent) and secure, HIPAA-compliant file storage practices • Careful, detail-oriented data entry, especially with clinical or sensitive information • Soft skills / traits: • Fast without cutting corners — speed and accuracy at the same time • Self-directed and comfortable owning a process end-to-end • Clear, proactive communicator who flags issues before they become problems • Organized and dependable, especially under deadline pressure during peak seasons • A natural problem-solver who looks for ways to improve a workflow, not just follow it WFH Set-Up: • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up. • Internet speed of at least 40MBPS • Headset with an extended mic that has noise cancellation and a webcam • Back-up computer and internet connection • Quiet, dedicated workspace at home You should apply if... • You're the kind of person who gets energy from turning a messy process into a smooth one — and you don't just want to follow a workflow, you want to make it better. • You take patient data and confidentiality seriously, and HIPAA compliance feels like a responsibility you're glad to own rather than a box to check. • You're comfortable being trusted with independent work: given a template and a recording, you can be relied upon to produce something accurate and polished without needing hand-holding. And when things get busy, you don't get rattled — you get focused. What to expect... Work Setup: • Remote position • Must have a reliable internet connection and a quiet workspace • Required to provide own computer with Intel Core i5 or something similar or higher operating system Working Hours: • 20 hours per week • Flexible scheduling: options include 4 hours/day Monday–Friday (typical prior schedule was 1:00–5:00 PM) or consolidated hours over 3 days — schedule can be agreed upon so long as tasks are completed. Compensation: • $7 per hour • No benefits package included Benefits Originally posted on Himalayas